Jr. Litigation Group Coordinator

Responsibilities

• Prepare and distribute daily lists of calendared deadlines and upcoming due dates for the litigation team
• Calendar follow-up tasks on various matters and ensure assigned tasks are tracked through completion
• Maintain trial schedules for the team, including monitoring trials and significant case events for the next two years
• Assist with developing and maintaining matter-specific task lists and workflows
• Assist with opening new matters and ensuring required information and documentation are entered accurately
• Assign teams and establish appropriate tasks when new matters are opened
• Assist with closing matters and ensuring required closing procedures are completed
• Maintain accurate case lists for individual team members and the litigation group
• Assist with establishing new-matter procedures and checklists for attorneys and paralegals
• Help create and maintain client-specific guidelines, templates, and workflows, recognizing that requirements may vary by client
• Provide day-to-day administrative support to the litigation group
• Maintain team lists, forms, resources, and other administrative materials
• Assist with team purchases and other administrative requests
• Coordinate and maintain group-related records and information
• Assist with vendor invoices and other routine financial or administrative items
• Assist with year-end collections activities as needed
• Assist with client holiday gifts and other client-related administrative projects
• Assist with TIDA events and other client outings or events as needed
• Assist with maintaining attorney CLE records and requirements
• Monitor bar and CLE renewal requirements for attorneys across applicable states
• Assist attorneys with tracking CLE hours, renewals, registrations, and related documentation
• Maintain organized records to support timely completion of bar and CLE requirements
• Assist with administrative aspects of mediation preparation and coordination
• Coordinate mediation invoices and payments
• Send mediation Zoom/virtual meeting links and other logistical information
• Distribute mediation reports and related materials as needed
• Follow up with attorneys and team members to ensure mediation-related tasks are completed timely
• Assist with maintaining organized electronic case files and shared drives
• Monitor the G: drive for older files and assist with the appropriate transfer of materials to iManage
• Assist with periodic file purging and document organization projects
• Ensure files and administrative records are maintained in accordance with firm and client requirements

Experience

• Prior experience in a litigation environment required; litigation defense experience preferred
• Experience as a litigation legal secretary, paralegal, litigation coordinator, or similar legal support role strongly preferred
• Working knowledge of the litigation process and understanding of how cases progress from inception through resolution
• Strong understanding of litigation deadlines, calendaring, and task management
• Exceptional organizational skills and attention to detail
• Ability to manage multiple matters, deadlines, and priorities simultaneously
• Strong follow-up skills and the ability to consistently track outstanding items through completion
• Comfortable holding attorneys, paralegals, and other team members accountable for deadlines and assigned tasks in a professional manner
• Ability to anticipate needs, identify potential issues, and proactively communicate with the team
• Strong written and verbal communication skills
• Ability to adapt quickly when priorities change
• Strong judgment and discretion when handling confidential client and firm information
• Proficiency with Microsoft Office and legal technology systems; experience with iManage and litigation-related case management systems is a plus.
• Ability to work independently while also functioning effectively as part of a collaborative litigation team

Technology

Mayer LLP has implemented the following technology platforms:

Westlaw

Harvey AI

Coyote

PointOne

iManage 

Benefits

Competitive quarterly bonus plan based on monthly billables - ability to earn an additional $52k annually
Full suite of health/dental/vision benefits that go into effect the 1st of the month after an employee starts with the firm
10 company holidays + 4 early release days
Hybrid schedule (3 days/week in office, 2 days/week at home)
401k + firm match based on previous year revenue. In 2024 we matched up to 6%
Employee referral bonus ($2000 - $4000)
Annual bar dues